Distribution List - Welcome to Shetland Islands Council ISM... · 8 STF 009 Audit Report Form inserted ... Reference to Towage Incident Plan and SOPEP inserted ... Also add office

Shetland Islands Council Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual

Issue: 03 Revision: 0

Date: January 2014

Page 1

Distribution List

Copy Number

Holder

1 File Room

2 DPA (electronic copy)

3 Solan

4 Bonxie

5 Tirrick

6 Shalder

7 Tystie

8 Dunter

9 Sullom Voe VTS

10 Ports & Harbours website (electronic copy)

Sullom Voe Harbour Authority – Towage Operations Safety Management System - Operations Manual


Date: January 2014 Page 2




CONTENTS

Page Title

1 Distribution List

2 Signatures of Authority

3 -5 Contents

7 - 10 Summary of Changes

11 - ISM Training Record

Section 1 - Policies and Responsibilities

Policy Number

Title

P1 Mission Statement

P2 Health, Safety and Environmental Policy

P3 Alcohol, Drug and Substance Abuse Policy

P4 Key Staff Responsibilities

P5 Working Language policy

P6 Medical Requirements Policy

P7 Safety Management System Policy

P8 Qualification for Command Policy

P9 Management Review of Safety Management System

P10 Training and Qualification Policy

Section 2 - Towing Operations

Guidance Note No:

Title

T1 Conditions for Towage and Other Services

T2 Inspection of Towing Equipment

T3 Testing of Winch and Hook Release Mechanisms

T4 Communications with Ship and Harbour Authority

T5 Maintaining Watertight Integrity on Main Deck and Towing Deck

T6 Use of Bridle and Gob Rope

T7 Interaction and Shallow Water Effects

T8 Safety of Crew

T9 Passing and Recovery of Towing Gear

T10 Reporting of Pollution Incident to Liability Insurers

T11 Reporting of Damage

T12 Escorting Duties

T13 Towage Pre-movement Planning Meetings




Section 3 - Deck and Navigation Operations

Guidance Note No:

Title

D1 Monitoring Draft and Stability

D2 Updating Charts and Publications

D3 Pre-sailing Checks

D4 Watchkeeping Responsibilities

D5 Navigating Within Harbour Limits

D6 Navigating in Restricted Visibility

D7 Anchoring Tug

D8 Mooring Tug Alongside a Berth or at a Buoy

D9 Monitoring Performance of Navigation Aids and Equipment

D10 Coastal Towage

D11 Training - Mates

Section 4 - Engine and Technical Operations

Guidance Note No:

Title

E1 Pre-sailing Checks

E2 Operating Engine Room and Deck Machinery

E3 Watchkeeping Responsibilities

E4 Defect Reporting

E5 Monitoring Machinery Performance

E6 Loading, Transfer and Discharge of Bunkers, Lube Oils and Waste Oil Products

E7 Loading, Transfer and Discharge of Fresh Water for Drinking

E8 Tank Soundings and Bilge Levels

E9 Discharge / Disposal of Food Waste, Garbage and Oil Contaminated Residues

E10 Planned Maintenance System

E11 Maintenance of Critical Equipment

Section 5 - Action for Emergency Response

Action Card No:

Title

A1 Accident and Incident Reporting

A2 Man Overboard

A3 Serious Accident or Fatality

A4 Fire in Accommodation

A5 Fire in Engine Room

A6 Grounding or Stranding

A7 Collision

A8 Flooding

A9 Failure of Main Engines or Steering Gear Whilst Towing

A10 Rescue of Personnel From an Enclosed Space

A11 Abandoning Ship

A12 Helicopter Evacuation / Transfer

A13 Oil Pollution Response




Section 6 - Safety Management

Guidance Note No:

Title

S1 Musters and Alarms

S2 Permits to Work

S3 Personal Protective Clothing (PPE)

S4 Accident, Injury and Hazardous Incident Reporting

S5 Drills and Exercises

S6 Safety Committee Representatives

S7 Display of Safety Posters and Signs

S8 Risk Assessments

S9 Maintenance of Safety Equipment

S10 Safe Systems of Work

S11 Administering First Aid

S12 Responding to the Media

S13 Induction of Employees on Joining or Transfer

S14 Hours of Work and Rest Record

S15 Safe Means of Access

S16 Quarterly Tug Self Audits

S17 Entry into Enclosed and Confined Spaces

S18 Safety of Third Party Contractors, Visitors and Passengers

Section 7 –Quality Assurance System

Included in this Section is the Towage Quality Management Procedures and Work Instructions.

Section 8 –Operations Forms

Guidance note on using Towage Operations Forms and a list of forms in use.

Section 9 - Tug Technical Library

Guidance note on using tug technical library and list of reference books and documents.

Section 10 - Local Operating Procedures

Include in this section local, operating procedures, standing orders, instructions to Tugmasters etc.

Section 11 – Incident Plan

Incident Plan including Incident Management Framework and Emergency contact details.




Section 12 – Generic Risk Assessments

Generic Risk Assessments and template.

Section 13 – Job Descriptions

Job descriptions.




SUMMARY OF CHANGES

SECTION TITLE SUMMARY DETAIL OF CHANGE SIGNATURE / INITIALS

All Sections Manual re-issued 10 February 2006 upon transfer of towage operations to the Shetland Islands Council

Revision 1 Issued 04 August 2006

Distribution List

Correction to spelling of tugs name

Contents Update to List of Contents

Summary of Changes

Form updated to include Signature / Initials to indicate approved and authorised changes.

1 Health and Safety at Work

Act

Page 3 – Removal of highlighting

1 Key Staff Responsibilities

Page 5 – Correction to section number Page 6 – re-numeration of page

1 Safety Management System Policy

Page 9 – Removal of highlighting

2 Active Escorting

Page 12 - Removal of requirement for Orange boiler suit

2 Passive Escorting

Page 13 - Removal of highlighting.

7 STP 002 Records

Page 1 para. 4.4 inserted “or his deputy.”

7 STP 002 Records

Page 2 para. 4.9 changed last sentence to These corrections shall be the responsibility of the Tugmaster, who may delegate the task but not the responsibility.

7 STP 011 Page 1 para 4.5 amended Page 2 re-paginated

8 Contents Table

Update to contents table


Contents Update to List of Contents

Summary of Changes

This Page - to be inserted directly after previous Summary of Changes.

Acknowledgement Page

Crew Acknowledgment Page. New page to be inserted directly after Summary of Changes and before Section 1

Training Page ISM Training Record Page. New page to be inserted directly after Acknowledgement Page


Distribution Page

Reduction in number of copies

Contents Change page numbering




Summary of Changes

Change page numbering

SUMMARY OF CHANGES



1 Policy P2 Added place for signature of General Manager or Chief Executive.

1 Policy P4

Under DPA new paragraph inserted at the end of the text. “When the DPA is absent or unavailable …..”

7 STP006

Para 4.4 amended to include reply to tugmaster and crew.

13 General Manager – inserted Job Description

SUMMARY OF CHANGES


Revision 4 Issued July 2008

NEW EDITION (2) issued

Distribution List

Signatures of Authorisation inserted.

Delete Acknowledgement Page – ( please remove from your file )

1 P2 Added clarification under “Safety”

1 P4 Added Council and Chief Executive to P4

1 P7 Inserted “or person nominated by the DPA” into last paragraph

1 P8 Policy amended to reflect SIC policies.

1 P10 Policy amended

2 T12 Updated

2 T13 Updated to include recording of meeting

3 D4 Change reference: “M 1642” to “MSN 1781” and “STCW 95” to “STCW”

3 D10 Change “STCW 95” to “STCW” in first and last paragraphs and delete “MSN 1692” in first paragraph

4 E3 Change “STCW 95” to “STCW”

4 E6 Further guidance added as to which form to complete

4 E7 Amended advice.

4 E9 Note added




5 A2 Added point 12.

5 A3 Amended points 1 and 4

5 A4 Inserted point 7, renumbered following points

5 A5 Inserted point 9, renumbered following points

5 A11 Amended point 4

5 A13 Insert point

6 S2 Guidance on numbering Permits to Work added

6 S6 Inserted “The on duty shift safety representative will attend the Ports & Harbours Operations Safety sub-committee. A deputy will be used if the Safety Representative is unable to attend” And “Pass on any relevant information or guidance from the Safety Sub Committee.”

6 S7 Amended MSN reference and corrected grammar.

6 S8 Directions to find reference material added. Authorisation for Master to sign in place of Manager added.

6 S11 Change “STCW 95” to “STCW” in last paragraph.

6 S14 Note corrected

6 S15 MGN reference updated to MGN 337

6 S16 Guidance updated to reflect computer based system

7 STP 001 Organogram amended. Harbour Board, Chief Executive and SIC added.

7 STP 001 Para. 3.2 amended

7 STP 002 Paragraph numbering corrected Inserted paragraph 3.3 Amended paragraph 5.1 Amended paragraph 5.2 Paragraph 4.3 “DPA” inserted in place of “Operations Manager – Ports” Paragraph 5 amended and information on electronic transmission of documents included.

7 STP 004 Paragraphs 5, 6 and 7 deleted – information already contained in STP 007

7 STP 005 Internet addresses amended and updated, paragraphs 6.6 and 6.7 deleted.

7 STP 006 Paragraphs 3.1 and 5.1 amended

7 STP 007 Amended and extra detail inserted.

7 STW 007/1 Amended and extra detail inserted.

7 STP 009 Paragraphs 4.1.1, 4.3.2 and 4.33 amended on page 1 Paragraphs 4.42, 4.5.1 and 4.6.1 amended on page 2

7 STP 010 Paragraphs 4.1, 4.21 and 4.22 amended

7 STP 011 Amended paragraph 3.4. Inserted extra detail into paragraph 5 on page 2

7 STP 012 Instructions and guidance on CCTV added

8 INDEX Page updated

8 STF 003a Insert new form




8 STF 004 Daily Information Sheet

8 STF 009 Audit Report Form inserted

8 STF 016 Audit cover sheet – computer based

8 STF 016a Audit cover sheet – non computer based

9 Tug Technical Library

Added Bridge Procedures Guide

10 LOP001 Daily Information Sheets added.

1.

11 Emergency Plan

Reference to Towage Incident Plan and SOPEP inserted

Revision 5 Issued September 2009

All Changed all references to General Manager to Head of Service

All M 1642 with MSN 1781

MGN202 with MGN 315 (M) MSN1214 to be read in conjunction with MSN 1401 (M+F) MSN1720 with MSN1807 MGN253 with MGN387

Updated Superintendent Engineer – Marine Job specification

Added Job Spec for Head Of Infrastructure to reflect change in structure of SIC Departments

Updated Operations Organogram

SMS OBS STW 007/01 Insert STP 012 to Operations Management System Checklist

SMS OBS STW 007/01 Add to guidelines. "This form is generic for all the tugs. Where sections do not apply to a certain tug either neatly cross out and / or write 'N/A'"

SMS OBS STW 007/01 Remove "and / or Forms F14, F15"

PM OBS Remove Salvage Handbook from PM

SMS DUN 001/08

STP 002 Page 9 of summary of changes. Reads Revision 4 instead of Issue 2 Rev 0

SMS STF 07 Add Guidance note S18 to explian procedure of how and what is a non conformance. Also add office to photocopy form before returning to v/l

SMS Forms As forms are updated, change title from "Port Operations - Towage Operations" to "Sullom Voe Harbour Authority - Towage Operations"

SMS Signatures of Authority Add Chief Exec, Chair of Harbour Board and DPA to signatories

SMS P7 and STP 002 Amend to reflect new signatories.

SMS P2 S1 p5 Under heading "Safety" - Insert "As amended" after "Health and Safety at Work"

SMS P4 S1 p9 Change Engineer Superintendent - Marine to Superintendent Engineer - Marine

SMS P9 S1 p19 Amend persons and include Superintendent Engineer - Marine

SMS T2 S2 p3 Change Engineer Superintendent to Superintendent Engineer - Marine

SMS D3 S3 p4 3rd para - Remove "Checklists should be retained onboard for 6 months"

SMS E4 S4 p5 Insert at end of 1st para. "to the Master and Superintendent Engineer - Marine"

SMS STP 001

Change Engineer Superintendent - Marine to Superintendent Engineer - Marine




SMS STP 002

p2 Change Engineer Superintendent - Marine to Superintendent Engineer - Marine

SMS STP 007

p2 3.1 change retention to 5 years

SMS S8 p2 Add link to where to find PIN. Add new form STF 25 Amendment Request Form

SMS STF 10

Insert title "Deck Pre-Sailing Checklist"

SMS STF 13/1 Insert title "Induction Familiarisation Checklist"

SMS STF 13/2 Insert title "Induction Familiarisation Checklist"

SMS STF 20

3. Change Insufficient to Sufficient

SMS Job Description

Engineer Superintendent

Change Engineer Superintendent to Superintendent Engineer - Marine. Remove references to STL. At point 2 change to read "To provide engineering guidance and advice to tug masters and engineers onboard SVHA vessels." Insert point "8. To maintain a system for monitoring failures and breakdowns"

SECTION TITLE SUMMARY DETAIL OF CHANGE

Revision 6 issued November 2010 SMS Preface Dist List Stanechakker removed, electronic copies removed, Solan and Bonxie

added

SMS Section 1 Policy R1 Tugmaster authority taken to front of manual

SMS Section 1 Policy P2 Ref to Merchant Shipping Act added , “etc” added

SMS Section 1 Policy P2 Designated Person definition amended

SMS Section 1 Policy P2 Signature changed to “or”

SMS Section 1 Policy P4 Executive Director added

SMS Section 1 Policy P4 Operations Manager role amended

SMS Section 1 Policy P4 New title for Engineering Manager – Marine

SMS Section 1 Policy P4 Tugmaster authority moved from box to text

SMS Section 1 Policy P7 SMS Review membership amended, electronic distribution list added

SMS Section 1 Policy P9 New title for Engineering Manager – Marine, review changed to annual

SMS Section 2 Guidance T2 New title for Engineering Manager – Marine, ref to CSWP added

SMS Section 2 Guidance T3 Ref to CSWP added

SMS Section 2 Guidance T4 Update to MGN reference

SMS Section 2 Guidance T5 Ref to CSWP added, typo amended

SMS Section 2 Guidance T6 Deleted



SMS Section 2 Guidance T11 Ref to CSWP and STP003 added

SMS Section 2 Guidance T12 One bullet point re Stanechakker deleted

SMS Section 3 Guidance D3 New title for Engineering Manager – Marine

SMS Section 3 Guidance D11 Stanechakker removed from list, Solan and Bonxie added

SMS Section 4 Guidance E1 New title for Engineering Manager – Marine

SMS Section 4 Guidance E4 New title for Engineering Manager – Marine, added reference to computer based PM system

SMS Section 4 Guidance E5 New wording in PM system

SMS Section 4 Guidance E7 Add capping ends of FW hoses

SMS Section 4 Guidance E10 New title for Engineering Manager – Marine

SMS Section 4 Guidance E11 Minor typo, added more items to critical equipment list in line with recent MCA guidance

SMS Section 5 Action Card A1 First contact changed to VTS

SMS Section 6 Guidance S2 New title for Engineering Manager – Marine

SMS Section 6 Guidance S4 Changes to PIN form, now electronic, update to MAIB IRF form




number

SMS Section 6 Guidance S5 Addition of two drills, removal of one

SMS Section 6 Guidance S12 Greater guidance on avoiding media contact

SMS Section 6 Guidance S4 New title for Engineering Manager – Marine

SMS Section 7 STP 001 New title for Engineering Manager – Marine

SMS Section 7 STP 002 Para 6.1 time changed to 5 years + current year in line with DOC audits

SMS Section 7 STP 004 Para 3.4 cross reference updated

SMS Section 7 STP 005 Typo in para 3.1, removal of “Acts”, time changed to five + current year in line with DOC audits

SMS Section 7 STP 007 “- Marine” added after Operations Manager x 2

SMS Section 7 STP 009 New title for Engineering Manager – Marine, addition of computer based PM system

SMS Section 7 STP 012 Deletion of old para 5 and old para 6 renumbered as 5.

SMS Section 8 Form STF 012 Gyro changed to satellite, removal of Stanechakker reference

SMS Section 9 Addition of chart folio on bridge, tide table name amended, SOLAS posters added to displayed items, removal of radio licence disc, added “copy” to DOC, removal of reference to Stanechakker

Revision 7 issued March 2011

SMS Section 12 ISMC/TO/05 New risk assessment “Interaction and Training” covering Solan and Bonxie

Revision 8 issued March 2011

SMS Section 12 ISMC/TO/05

ISMC/TO/06

New risk assessment “Interaction and Training” covering Solan and Bonxie New Risk Assessment “Operation of Solan / Bonxie Class tugs”

Issue 3 issued January 2014

SMS Preface Signatures Signature sheet changed to Executive Manager form Head of Service

SMS Section 1 Policy P1 Add ISM Code before PMSC

SMS Section 1 Policy P4 Change Head of Service to Harbourmaster, reference to table in section 13 added

SMS Section 1 Policy P9 Membership of SMS review panel amended to include Director and Harbour Board Chair, to be chaired by the General Manager

SMS Section 4 Guidance E1 Change of Manager title



SMS Section 5 Action Card A2 Add new line re monitoring casualty’s condition

SMS Section 5 Action Card A6 Add new line re closing w/t doors

SMS Section 5 Action Card A7 Add advise VTS in part 1

SMS Section 5 Action Card A9 Change “gear” to “control”

SMS Section 5 Action Card A9 Change “let go” to “activate towing winch emergency release”, add advise VTS

SMS Section 5 Action Card A10

Add “and, if practicable, oxygen resuscitation pack” after “rescue harness”


Change footnote to bold


Change Mayday to DSC


Add “with chin strap” after safety helmet, add advise VTS

SMS Section 6 Guidance S1 Change “bridge” to “Muster Station”

SMS Section 6 Guidance S4 Update MAIB e-mail address

SMS Section 6 Guidance S5 Change list of drills to refer to STF 018

SMS Section 6 Guidance S5 Change “Daily Work Sheet” to “Daily Information Sheet STF 04”




SMS Section 6 Guidance S7 Add 6th bullet point “Muster Station”

SMS Section 6 Guidance S14 Hours of rest records reference now STF 21

SMS Section 6 Guidance S14 Change to retention methodology

SMS Section 6 Guidance S16 “audit” changed to “inspection” – MCA recommendation

SMS Section 6 Guidance S17 Added three new references

SMS Section 7 STP 002 Para 3.4 added version information

SMS Section 7 STP 005 Para 3.1 added “some” to clarify, inclusion of MIN

SMS Section 7 STW 007/1 Correct description of MSF 1102

SMS Section 7 STW 007/1 Change “Towage Quality Manual” to Safety Management Manual”

SMS Section 7 STW 007/1 Update reference to deck log to STF 004

SMS Section 7 STP 009 4.3.1 add harbor, 4.6.1 change records to society, 5.1 add quarterly

SMS Section 7 STP 010 4.2.1 changed to tug agreement, 5.1 add STF10, para 6 add STF10

SMS Section 7 STP 011 4.4 add publications, 5.1 add fuel figures, add passage plan

SMS Section 13 New table of responsibilities added




To allow a better understanding of the Safety Management System, Masters are required to periodically hold instructional and / or training sessions with all crew members. The training / instruction can take the form of round table discussions or questions and answers on sections of the Operations Manual. Any such training or instruction should be recorded below. It should be remembered that the Training Record is liable to be inspected by auditors.

Date Crew Description Master

ISM TRAINING RECORD




Date Crew Description Master

ISM TRAINING RECORD

Documents

Distribution List - Welcome to Shetland Islands Council ISM... · 8 STF 009 Audit Report Form inserted ... Reference to Towage Incident Plan and SOPEP inserted ... Also add office